Comparison guide

Cloud or an on-site server for your files?

Your files, email and applications can live in the cloud, on a machine in the office, or both. See what you gain and what you take on in each case.

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Overview

Where your data will live

In the cloud, such as Microsoft 365 or a hosted server, the provider looks after the hardware and you pay a subscription. With an on-site server or NAS, the equipment sits in your office and you control it.

No option is right for everyone. File sizes, remote working, connection quality and budget all play a part. Many businesses end up with a hybrid model.

The options

What each one does

Cloud

Email, files and collaboration through Microsoft 365 or another cloud service. You pay monthly per user or per resource, and the provider looks after the hardware.

Best for: Teams that work from several locations or have no space of their own for equipment.

Access from anywhere
No upfront hardware cost
The provider looks after the hardware
Easy to add users

Limited access without internet
Ongoing monthly cost
Slow with very large files

On-site server / NAS

A server or NAS in the office holds your files and applications. The data stays on your premises and access within the network is fast.

Best for: Offices with large files, such as drawings, video or photos, and applications that run locally.

Fast with large files
Works without internet
Full control of your data

Upfront equipment cost
Needs maintenance and updates
Needs an off-site backup

Hybrid

Email and collaboration in the cloud, large files on a local NAS. The NAS also sends a copy to the cloud, so there is always an off-site copy.

Best for: Businesses that want speed in the office and access from anywhere.

Speed and mobility together
An off-site copy
Each kind of data in the right place

Two systems to manage
Needs good planning from the start

Comparison

Side by side

The green mark shows the best option for each criterion.

	Cloud	On-site server / NAS	Hybrid
Upfront cost	Low	Higher	Moderate
Monthly cost	Subscription per user	Low, mainly maintenance	Subscription and maintenance
Access outside the office	Easy from anywhere	Through a VPN	Easy for the essentials
Working without internet	Limited	Full within the office	Partial
Large files	Depends on the connection	Fast on the local network	Fast in the office
Hardware maintenance	By the provider	By you or your IT partner	Only for the NAS
Backup	You still need your own	Needs an off-site copy	3-2-1 made easy
Control of data	With the provider, on its terms	Full, on your premises	Shared
Expansion	Instant	Needs new hardware	Flexible

Our advice

What to choose

If your team often works outside the officeStart with Microsoft 365 for email, files and collaboration, and add a backup of its data.

If you work with large files every dayA local NAS will give you speed, with a copy in the cloud in case of fire, theft or ransomware.

If you have an application that only runs locally, such as older accounting software or an ERPKeep a local server for it and consider a gradual move when a cloud version becomes available.

If your internet connection is not stableDo not rely on the cloud alone. Add a backup line or keep critical files locally as well.

FAQ

Frequently asked questions

Can't find what you're looking for? Call us or send us a message.

Do I need a backup if everything is in Microsoft 365?

Yes. Microsoft keeps the service available, but protection against accidental deletion, malicious actions or ransomware is mainly your responsibility. A separate Microsoft 365 backup closes that gap.

What is the difference between a NAS and a server?

A NAS is a device designed mainly for storing and sharing files, with simple management. A server also runs applications, databases or virtual machines. For many small offices a NAS is enough.

Can I access the NAS from home?

Yes, through a secure VPN connection. We do not recommend exposing the NAS directly to the internet, because it becomes an easy target for attacks. We set up a VPN on your router or firewall.

How hard is it to move to the cloud?

It depends on the volume of data and the applications you use. We plan the move in phases, transfer email and files and train your team, so day-to-day work does not stop.

Is the cloud safer than an on-site server?

Large cloud providers have strong physical security and dedicated security teams. But security also depends on your own settings, such as passwords, MFA and permissions. A well-configured on-site server with a backup can also be secure.

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Want to decide with confidence?

We will look at your data, your applications and the way you work, and recommend the right solution in writing.

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